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18.75 hours per week - Based in Knockbraken Belfast
The post-holder will be responsible for providing a full range of administrative and secretarial support functions to the Director and Assistant Director as required. This will involve planning, prioritising, and monitoring workload to ensure efficiency and accuracy, including gathering information, proposing solutions, and taking appropriate action to solve problems.
KEY DUTIES / RESPONSIBILITIES
* Provide daily administrative and secretarial support, including drafting and typing letters, audio typing, data input, email management, and records management.
* Organise and maintain diaries, ensuring the Director/Assistant Director is well prepared for meetings with relevant agendas and paperwork.
* Utilise Microsoft Office applications to produce high-quality documents.
* Manage incoming emails and correspondence, ensuring effective and timely responses, prioritising issues as needed.
* Handle telephone calls, enquiries, and requests from internal and external stakeholders, ensuring appropriate action is taken.
* Ensure all information is produced in line with current legislation and Trust policies, maintaining confidentiality and accuracy.
* Provide administrative support for committees, meetings, and projects, including organising meetings, issuing agendas, supporting documentation, and following up on actions. Take minutes as directed.
* Develop and maintain office administration systems to handle paperwork efficiently, including monitoring systems, filing, and information management.
* Implement improvements to administrative processes in accordance with Trust policies.
* Monitor and request office supplies to ensure adequate stock of stationery.
* Arrange travel and accommodation; support workshops and events as needed.
* Verify invoices related to travel, courses, and hospitality.
* Greet visitors and guests, arranging hospitality as required.
ESSENTIAL CRITERIA
SECTION 1: These criteria will be assessed during shortlisting and possibly during interviews. Please clearly indicate on your application whether you meet these criteria to avoid disqualification.
* Qualifications/Experience: Five GCSEs at grade C or above, including English and Math, or equivalent qualifications, and a minimum of 2 years’ experience in an administrative or secretarial role, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, email management, database creation).
* OR: Three years’ experience in a similar role with similar skills.
Other: Hold a current full UK driving license and have access to a car, unless prohibited by disability, in which case alternative transport approved by the Trust is acceptable.
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